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HomeMy WebLinkAbout07 - CC-5 - Strategic Plan Update - 3/16/20211 CITY COUNCIL AGENDA REPORT MEETING DATE: MARCH 16, 2021 ITEM NUMBER: CC-5 SUBJECT: STRATEGIC PLAN UPDATE DATE: MARCH 10, 2021 FROM: LORI ANN FARRELL HARRISON, CITY MANAGER PRESENTATION BY: LORI ANN FARRELL HARRISON, CITY MANAGER FOR FURTHER INFORMATION CONTACT: LORI ANN FARRELL HARRISON, CITY MANAGER (714) 754-5328 RECOMMENDATION: Staff recommends that the City Council approve the March update to the work plan for the 2021 Strategic Plan - Three Year Goals and Six Month Objectives (hereafter “Strategic Plan”). BACKGROUND: The City conducted a strategic planning workshop on Friday, January 29, 2021, to develop a new Mission Statement for the City, updated Three Year Goals, and Six Month Strategic Objectives. These objectives are in addition to the goals established by the City Council in 2019, and other high priority projects previously identified. A detailed work plan was prepared with specific deliverables for the new six months objectives outlined for each Goal including specific timeframes. The detailed work plan will be updated on a monthly basis through July 2021. On February 16, 2021, the City Council unanimously voted to approve the Mission Statement and Strategic Plan. It is anticipated that a subsequent workshop will be held in the Summer of 2021 to further develop the City’s goals and objectives through December 31, 2021. ANALYSIS: Since the adoption of the Strategic Plan, staff has continued to conduct critical City operations, manage the activities required to address the existing pandemic, fulfill the previous goals established by the City Council in 2019, and address the new six month objectives outlined in the Strategic Plan. Additional updates will be provided on a monthly basis, including any revisions to the work plan required to meet existing or unanticipated demands. 2 ALTERNATIVES CONSIDERED: The City Council can provide alternate direction regarding the March update to the Strategic Plan. FISCAL REVIEW: Many of the stated priorities and action steps can be funded within the current (FY 2020-21) budget. Other actions will be included in the proposed budget for FY 2021-2022 as needed, either in whole, or as part of a multi-year funding plan. As discussed on January 29, 2021 and as identified as an objective, the City Manager will be working closely with the Human Resources Manager and all Departments citywide to evaluate existing staffing levels to identify additional resources that may be needed, or staffing realignments that should be proposed to accomplish the new and previously approved objectives. LEGAL REVIEW: The City Attorney reviewed and approved this report as to form. CONCLUSION The City Council in collaboration with the City’s leadership team established goals and objectives as well as a work plan for the first six months of 2021. Staff recommends that the City Council approve the March update to the 2021 Strategic Plan. LORI ANN FARRELL HARRISON CAROL MOLINA City Manager Finance Director KIMBERLY HALL BARLOW City Attorney ATTACHMENTS: 1. City of Costa Mesa Strategic Plan (Updated March 2021) A1 C I T Y O F C O S T A M E S A SIX-MONTH STRATEGIC OBJECTIVES January 29, 2021 through July 15, 2021 (Updated March 2021) THREE-YEAR GOAL: RECRUIT AND RETAIN HIGH QUALITY STAFF WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. July 1, 2021 City Manager Develop recommendations for City Council consideration regarding increased staffing to address critical needs. X 2/16/21- City Council approved multiple staffing realignments during Mid-Year Budget. 3/2/21- City Council approved Cannabis Program staffing plan. 2. July 15, 2021 Human Resources Manager, in consultation with the Department Directors Develop a framework for a market analysis of employee compensation for hard-to-fill positions and present the results to the City Manager. X Initiation of work will commence in Spring 2021. 3. July 15, 2021 Human Resources Manager Issue a Request for Proposal for a consultant who will identify opportunities to innovate and modernize recruitment, hiring and retention through succession and talent management planning. X Developing a scope of work for an RFP. 4. July 15, 2021 Human Resources Manager Develop a framework for a robust training, mentorship and leadership development program and present the results to the City Manager. X Began meeting with departments to gather data needed to establish the framework. Attachment 1 B1 THREE-YEAR GOAL: ACHIEVE LONG-TERM FISCAL SUSTAINABILITY WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. By June 1, 2021 City Manager – lead, Finance Director, Economic and Development Services Director, City Attorney Present the Measure Q cannabis permitting fees, ordinance, procedures, and staffing to City Council for action. X 3/2/21 - City Council approved Cannabis Program staffing plan. 2/22/21 - Cannabis Ordinance(s) draft presented to the Planning Commission. 3/22/21 – 2nd draft Cannabis Ordinance(s) return to Planning Commission for consideration/action. 4/20/2021 – Cannabis Ordinance and permitting fees to City Council for consideration/action. 2. By June 1, 2021 City Manager and Economic and Development Services Director Develop the scope of work for the Economic Development planning consulting contract and present to the City Council. X Project will commence upon completion of current $2M Small Business Bridge Grants program rollout. 3. By July 1, 2021 Finance Director Develop and define a quarterly reporting format, including financial metrics, to improve fiscal transparency and report to the City Council and FIPAC. X Preliminary discussions have commenced. Finance Director met with Council Member Harper to identify options for new reporting format(s) moving forward. Potential formats will be developed, refined and brought to FIPAC and City Council thereafter. C1 THREE-YEAR GOAL: STRENGTHEN PUBLIC SAFETY AND KEEP THE COMMUNITY SAFE WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. By March 15, 2021 and periodically thereafter City Manager Lead – working with Fire Chief LEAD – Police Chief, Emergency Management Administrator, and Parks and Recreation Director. Provide updates to the City Council regarding management of the COVID pandemic, including management of COVID vaccinations. X Continued Regular Updates to City Council, including:  State, County and City Overview Update  Vaccination Access (i.e., transition to greater health care distribution - Blue Shield, Cal Optima, Hoag, Kaiser, etc.)  Potential targeted efforts and partnerships (i.e., VA hospital, mobile pods, senior communities, pharmacies, Providence Health Care etc.)  OC Fairgrounds status updates  Fairview ACS moves to a warm close later this month 2. April 1, 2021 Asst. to the City Manager, working with the Public Information Officers Establish a community communication and engagement plan to support health and safety initiatives. X Recent Public Communications included:  COVID-19, with a focus on vaccine and reopening strategies  Hazard Mitigation Plan update  Active Transportation Plan social media  Neighborhood Parking Study communications  Continued incorporation of bilingual messaging across social media platforms  Development of more formal plan underway 3. June 1, 2021 Public Services Director and Police Chief, working with a consultant Develop approaches to mitigate collisions and injuries on roadways, including providing 3-5 options for City Council direction. X 3/10/21 – Selection of consultant for Local Roadway Safety Plan underway. To be presented to City Council in April 2021. C2 4. July 1, 2021 City Manager, working with the Police Chief Develop a plan for expanding our community policing and report to the City Council with a timeframe for implementation. X 3/9/21 – Item to expand Police Officer ranks by 2.0 FTEs to address Cannabis Measure Q implementation, among other community policing services approved by City Council. Additional community policing efforts and plans to be outlined during FY 2021-22 Budget process. D1 THREE-YEAR GOAL: MAINTAIN AND ENHANCE THE CITY’S INFRASTRUCTURE, FACILITIES, EQUIPMENT AND TECHNOLOGY WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. March 16, 2021 Parks and Community Services Director Provide an update to the City Council on the Culture and Arts Master Plan. X 3/16/21- Arts & Culture Master Plan presented to City Council. 2. June 1, 2021 Parks and Community Services Director Provide an update to the City Council on the Open Space Master Plan. X 3/9/2021 - Working with a consultant for the final phase of the Open Space Master Plan. 3. July 15, 2021 IT Director and Public Services Director Implement IT backup system, refresh Wi-Fi, and IT room chiller upgrade. X 3/10/21 - Backup Equipment and Software purchased and received. Working with the vendor for an install date. 3/10/21 -City Hall- all cabling and hardware install completed, working with the vendor to schedule a WiFi configuration date for the new system. Police- WiFi study scheduled with consultant for the third week of March. 3/16/21 – CIP FY 21-22 budget to include the chiller upgrade. Staff will be soliciting bids for installation in July. 4. July 15, 2021 at a Council Study Session Public Services Director Present the Pedestrian Master Plan Update, including results from Community Outreach and walk audits. X Pedestrian walk audits to start in April. Pedestrian Master Plan improvements also to be discussed in context of FY 21-22 CIP Budget. 5. July 15, 2021 Fire Chief and Public Services Director Develop long-range facility and equipment needs assessment and report the results to the City Manager. X City Manager working with Finance Director, Public Services Director and Fire Chief in development of FY 21-22 CIP budget to address multiple Fire facility and equipment needs. D2 THREE-YEAR GOAL: MAINTAIN AND ENHANCE THE CITY’S INFRASTRUCTURE, FACILITIES, EQUIPMENT AND TECHNOLOGY WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 6. July 15, 2021 Parks and Community Services Director Provide an update to the City Council on the development of Community Center, Shalimar Park and Ketchum-Libolt Park improvements and other strategies to increase park access. X 3/2/21- Council approved resolution to apply for Prop 68 grant funds for expansion of Ketchum- Libolt Park. Additional items to be included in development of FY 21-22 Budget. 7. July 15, 2021 Council Members Chavez and Gameros, with Public Services Director and the City Attorney Review the Community Workforce Agreement and present to the City Manager for future City Council action. X Review will commence in April/May 2021. E1 THREE-YEAR GOAL: DIVERSIFY, STABILIZE AND INCREASE HOUSING TO REFLECT COMMUNITY NEEDS WHEN WHO WHAT STATUS COMMENTS DONE ON TARGET REVISED 1. March 15, 2021 July 1, 2021 Economic and Development Services Director and Finance Director, co-leads Complete resource planning to implement longer-term programs such as ADU's, STR's, and HOME funds and present the results to the City Manager. X 2/16/21 – City Council approved a Grant Administrator position intended to manage HOME programs. 3/09/21 – City Council approved 3.0 new FTEs for Development Services to assist with Measure Q implementation and day to day operations. Resource planning is underway to address other long-term programs in the context of the FY 21-22 Budget. 2. July 1, 2021 Economic and Development Services Director and Human Resources Manager, co-leads Evaluate and identify short-term and long-term staffing needs to assist with core Development Services Department programs. X 2/16/21 – City Council approved an upgrade for a Senior Building Inspector position to provide skilled inspection work. Ongoing - Utilizing contract staff in the Building Division to address immediate customer service needs. Staff planning to be addressed in upcoming budget. 3. July 15, 2021 Economic and Development Services Director Complete a Public Review Draft Housing Element and present to the City Council. X 3/1/21 – Housing Element Study Session held with Planning Commission. 3/23/21 – Housing Element Study Session scheduled with City Council. 4. July 15, 2021 Economic and Development Services Director – lead, City Attorney, Public Services Director, Asst. City Manager Present a Development Program to the City Council for senior housing at the Senior Center site. X City Attorney exploring options for City Council consideration to present at a future date.